Configure Expensify to receive expenses

This topic explains how to set Spotnana to automatically forward trip-related tax invoices and/or receipts (for travel bookings) to your Expensify account. Integrating Spotnana with Expensify reduces the potential for errors and frees your travelers from having to manually upload receipts or complete expense reports. 

You must be a member of the Company Admins group to perform this task. This procedure assumes you already have an Expensify account.

To configure Spotnana to connect to your Expensify account

1. Login to the Spotnana Online Booking Tool. 

2. Select Company from the Program menu.  

3. Expand the Configuration menu on the left hand side. 

4. Select Integrations. The Integrations page will be displayed. 

5. Locate the row for Expensify (on the All or Expense tab) and click Manage. The Expensify configuration page will be displayed. This page will display all the expense forwarding rules that have been created for your Expensify account.

6. To create a new forwarding rule, click Add forwarding rule. The New rule dialog box will be displayed. 

7. Enter a name and description for the new rule and click Continue. The rule page will be displayed with two tabs, Configuration and Audience. The Configuration tab is used to configure the conditions that must be met for expenses to be forwarded to Expensify. The Audience tab is used to configure the travelers for whom expenses will be forwarded to Expensify. 

8. Select the Configuration tab. 

   • Use the checkboxes in the Select document types section to configure the document types that will be included in the expenses sent to Expensify (e.g., Taxes invoices, Receipts)

   • Use the checkboxes in the Select payment methods section to configure the payment methods for which expenses will be sent to Expensify (e.g., Central & virtual card or direct billing, Corporate credit card).

   • Use the checkboxes in the Applicable travel types section to enable the booking types (e.g., Flight, Hotel) for which you want expenses sent to Expensify.

   • Enter the email alias (e.g., receipts@expensify.com) to which expenses should be sent in Expensify in the Forwarding email field.  

9. Select the Audience tab.

10. Select one of the following options:

    • All Travelers: Expenses associated with all travelers will be sent to Expensify. 

    • Limited audience: Expenses will only be sent to Expensify for the travelers that match the conditions you specify. 

      • Click Add condition to specify the conditions that must be met for expenses to be forwarded to Expensify. The condition logic components will be displayed. Set your conditions as needed (e.g., If Country is one of Germany). You can add additional conditions that must be met by clicking Add condition again. If you have more than one condition defined, all conditions must be met for expenses to be sent to Expensify. 
        

11. Click Save when done.